HomeMy WebLinkAboutCM Electric Vehicle Outreach Grant from TAMAGREEMENT FOR PROFESSIONAL SERVICES
FOR ELECTRIC VEHICLE OUTREACH THROUGH GRANT FROM
TRANSPORTATION AUTHORITY OF MARIN
This Agreement is made and entered into this C day of 2022,
by and between the CITY OF SAN RAFAEL (hereinafter "CITY") Ind COOL THE EARTH,
INC. (hereinafter "CONTRACTOR").
RECITALS
WHEREAS, the CITY has identified electric vehicle adoption as a priority program in
the Climate Change Action Plan; and
WHEREAS, the CITY is in receipt of a grant from the Transportation Authority of
Marin (TAM) to conduct public outreach for electric vehicles; and
WHEREAS, the CITY is a member of the Marin Climate and Energy Partnership
(MCEP) and MCEP has agreed to pool funds from these TAM grants to enable a Ride and Drive
Clean Campaign; and
WHEREAS, CONTRACTOR is a trusted community nonprofit that has conducted
electric vehicle outreach programs on behalf of the CITY in the past and is producing a Ride and
Drive Clean Campaign;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION
A. CITY. The City Manager shall be the representative of the CITY for all
purposes under this Agreement. Sustainabili , _ Program Manager Corn Bytof is hereby
designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall
supervise all aspects of the progress and execution of this Agreement.
B. CONTRACTOR. CONTRACTOR shall assign a single PROJECT
DIRECTOR to have overall responsibility for the progress and execution of this Agreement for
CONTRACTOR. Executive Director Carleen Cullen is hereby designated as the PROJECT
DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the
execution of this Agreement require a substitute PROJECT DIRECTOR for any reason; the
CONTRACTOR shall notify the CITY within ten (10) business days of the substitution.
2. DUTIES OF CONTRACTOR
CONTRACTOR shall perform the duties and/or provide services as described in
CONTRACTOR's Proposal for the Ride and Drive Clean Campaign dated January 7, 2022,
attached hereto as Exhibit " A " and incorporated herein.
3. DUTIES OF CITY
CITY shall cooperate with CONTRACTOR in his performance under this agreement
and shall compensate CONTRACTOR as provided herein.
4. COMPENSATION.
For the full performance of the services described herein by CONTRACTOR,
CONTRACTOR shall be compensated as described in Exhibit "A" and exhibit `B" in a total
contract amount not to exceed $4,500.00. It is understood and agreed by the parties that CITY
agrees to pay CONTRACTOR $2,250.00 upon signing of this Agreement and receipt of
invoice. The final $2,250.00 will be paid upon receipt of an invoice after deliverables are
complete.
5. TERM OF AGREEMENT.
The term of this Agreement shall commence upon the date of execution of this
Agreement and shall end on December 31, 2022.
6. TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon
thirty (30) days written notice mailed or personally delivered to the other party.
B. Cause. Either party may terminate this Agreement for cause upon fifteen (15)
days written notice mailed or personally delivered to the other party, and the notified party's
failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party
giving such notice, within such fifteen (15) day time period.
C. Effect of Termination. Upon receipt of notice of termination, neither party shall
incur additional obligations under any provision of this Agreement without the prior written
consent of the other.
D. Return of Documents. Upon termination, any and all CITY documents or
materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and
materials prepared for or relating to the performance of its duties under this Agreement, shall be
delivered to CITY as soon as possible, but not later than thirty (30) days after termination.
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The written documents and materials prepared by the CONTRACTOR in connection
with the performance of its duties under this Agreement, shall be the sole property of CITY.
CITY may use said property for any purpose, including projects not contemplated by this
Agreement.
8. INSPECTION AND AUDIT.
Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONTRACTOR in connection
with its performance of its duties under this Agreement. CONTRACTOR shall fully cooperate
with CITY or its agent in any such audit or inspection.
The parties agree that they shall not assign or transfer any interest in this Agreement nor
the performance of any of their respective obligations hereunder, without the prior written
consent of the other party, and any attempt to so assign this Agreement or any rights, duties or
obligations arising hereunder shall be void and of no effect.
10. INSURANCE.
A. Scope of Coverage. During the term of this Agreement, CONTRACTOR shall
maintain, at no expense to CITY, the following insurance policies:
1. A commercial general liability insurance policy in the minimum amount
of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate,
for death, bodily injury, personal injury, or property damage.
2. An automobile liability (owned, non -owned, and hired vehicles) insurance
policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence.
3. If it employs any person, CONTRACTOR shall maintain worker's
compensation insurance, as required by the State of California, with statutory limits, and
employer's liability insurance with limits of no less than one million dollars ($1,000,000) per
accident for bodily injury or disease. CONTRACTOR's worker's compensation insurance shall
be specifically endorsed to waive any right of subrogation against CITY.
B. Other Insurance Requirements. The insurance coverage required of the
CONTRACTOR in subparagraph A of this section above shall also meet the following
requirements:
1. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers,
agents, employees, and volunteers, as additional insureds (for both ongoing and completed
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operations) under the policies.
2. The additional insured coverage under CONTRACTOR'S insurance
policies shall be "primary and noncontributory" with respect to any insurance or coverage
maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for
any contribution. The "primary and noncontributory" coverage in CONTRACTOR'S policies
shall be at least as broad as ISO form CG20 01 04 13.
3. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall include, in their text or by endorsement, coverage for
contractual liability and personal injury.
4. By execution of this Agreement, CONTRACTOR hereby grants to
CITY a waiver of any right to subrogation which any insurer of CONTRACTOR may acquire
against CITY by virtue of the payment of any loss under such insurance. CONTRACTOR
agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but
this provision applies regardless of whether or not CITY has received a waiver of subrogation
endorsement from the insurer.
5. If the insurance is written on a Claims Made Form, then, following
termination of this Agreement, said insurance coverage shall survive for a period of not less than
five years.
6. The insurance policies shall provide for a retroactive date of placement
coinciding with the effective date of this Agreement.
7. The limits of insurance required in this Agreement may be satisfied by a
combination of primary and umbrella or excess insurance. Any umbrella or excess insurance
shall contain or be endorsed to contain a provision that such coverage shall also apply on a
primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or
agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a
named insured.
8. It shall be a requirement under this Agreement that any available
insurance proceeds broader than or in excess of the specified minimum insurance coverage
requirements and/or limits shall be available to CITY or any other additional insured party.
Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and
limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage
of any insurance policy or proceeds available to the named insured; whichever is greater. No
representation is made that the minimum Insurance requirements of this agreement are sufficient
to cover the obligations of the CONTRACTOR under this agreement.
C. Deductibles and SIR'S. Any deductibles or self-insured retentions in
CONTRACTOR's insurance policies must be declared to and approved by the PROJECT
MANAGER and City Attorney and shall not reduce the limits of liability. Policies containing
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any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR
may be satisfied by either the named insured or CITY or other additional insured party. At
CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced
or eliminated to CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing
payment of losses and related investigations, claims administration, attorney's fees and defense
expenses.
D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT
MANAGER or CITY'S City Attorney all of the following: (1) Certificates of Insurance
evidencing the insurance coverage required in this Agreement; (2) a copy of the policy
declaration page and/or endorsement page listing all policy endorsements for the commercial
general liability policy, and (3) excerpts of policy language or specific endorsements evidencing
the other insurance requirements set forth in this Agreement. CITY reserves the right to obtain a
full certified copy of any insurance policy and endorsements from CONTRACTOR. Failure to
exercise this right shall not constitute a waiver of the right to exercise it later. The insurance
shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney.
11. INDEMNIFICATION.
A. CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release,
defend with counsel approved by CITY, and hold harmless CITY, its officers, agents,
employees and volunteers (collectively, the "City Indemnitees"), from and against any claim,
demand, suit, judgment, loss, liability or expense of any kind, including but not limited to
attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"),
arising out of CONTRACTOR'S performance of its obligations or conduct of its operations
under this Agreement. The CONTRACTOR's obligations apply regardless of whether or not a
liability is caused or contributed to by the active or passive negligence of the City Indemnitees.
However, to the extent that liability is caused by the active negligence or willful misconduct of
the City Indemnitees, the CONTRACTOR's indemnification obligation shall be reduced in
proportion to the City Indemnitees' share of liability for the active negligence or willful
misconduct. In addition, the acceptance or approval of the CONTRACTOR's work, or work
product by the CITY or any of its directors, officers or employees shall not relieve or reduce the
CONTRACTOR's indemnification obligations. In the event the City Indemnitees are made a
party to any action, lawsuit, or other adversarial proceeding arising from CONTRACTOR'S
performance of or operations under this Agreement, CONTRACTOR shall provide a defense to
the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of
defense, including reasonable attorneys' fees, incurred in defense of such claims.
B. The defense and indemnification obligations of this Agreement are undertaken in
addition to, and shall not in any way be limited by, the insurance obligations contained in this
Agreement, and shall survive the termination or completion of this Agreement for the full period
of time allowed by law.
12. NONDISCRIMINATION.
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CONTRACTOR shall not discriminate, in any way, against any person on the basis of
age, sex, race, color, religion, ancestry, national origin or disability in connection with or related
to the performance of its duties and obligations under this Agreement.
CONTRACTOR shall observe and comply with all applicable federal, state and local
laws, ordinances, codes and regulations, in the performance of its duties and obligations under
this Agreement. CONTRACTOR shall perform all services under this Agreement in
accordance with these laws, ordinances, codes and regulations. CONTRACTOR shall release,
defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all
damages, liabilities, penalties, fines and all other consequences from any noncompliance or
violation of any laws, ordinances, codes or regulations.
14. NO THIRD PARTY BENEFICIARIES.
CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create
in any third party, any benefit or right owed by one party, under the terms and conditions of this
Agreement, to the other party.
15. NOTICES.
All notices and other communications required or permitted to be given under this
Agreement, including any notice of change of address, shall be in writing and given by personal
delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the
parties intended to be notified. Notice shall be deemed given as of the date of personal delivery,
or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be
given as follows:
TO CITY: Cory Bytof
Sustainability Program Manager
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94915-1560
TO CONTRACTOR: Carleen Cullen
Executive Director
Cool the Earth
PO Box 695
Kentfield, CA 94914
16. INDEPENDENT CONTRACTOR.
For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as
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employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status
of CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and
not that of an employee of CITY.
17. ENTIRE AGREEMENT -- AMENDMENTS.
A. The terms and conditions of this Agreement, all exhibits attached, and all
documents expressly incorporated by reference, represent the entire Agreement of the parties
with respect to the subject matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements, oral or
written, regarding the subject matter between the CONTRACTOR and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject
matter of this Agreement, shall be valid or binding, except by way of a written amendment to
this Agreement.
D. The terms and conditions of this Agreement shall not be altered or modified
except by a written amendment to this Agreement signed by the CONTRACTOR and the
CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the
terms and conditions of the attached exhibits or the documents expressly incorporated by
reference, the terms and conditions of this Agreement shall control.
18. SET-OFF AGAINST DEBTS.
CONTRACTOR agrees that CITY may deduct from any payment due to
CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under
any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses,
assessments, unpaid checks or other amounts.
19. WAIVERS.
The waiver by either party of any breach or violation of any term, covenant or condition
of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of
any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or
violation of the same or other term, covenant, condition, ordinance, law or regulation. The
subsequent acceptance by either party of any fee, performance, or other consideration which may
become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding
breach or violation by the other party of any term, condition, covenant of this Agreement or any
applicable law, ordinance or regulation.
20. COSTS AND ATTORNEY'S FEES.
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The prevailing party in any action brought to enforce the terms and conditions of this
Agreement, or arising out of the performance of this Agreement, may recover its reasonable
costs (including claims administration) and attorney's fees expended in connection with such
action.
21. TAXES.
CONTRACTOR shall pay any and all state and federal taxes and any other applicable
taxes. CITY shall not be required to pay for any work performed under this Agreement, until
CONTRACTOR has provided CITY with a completed Internal Revenue Service Form W-9
(Request for Taxpayer Identification Number and Certification).
22. SURVIVAL OF TERMS.
Any terms of this Agreement that by their nature extend beyond the term (or termination)
of this Agreement shall remain in effect until fulfilled and shall apply to both Parties' respective
successors and assigns.
23. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
24. COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed by electronic signature and in any number of
counterparts, each of which shall be deemed an original, but all of which together shall constitute
one document. Counterpart signature pages may be delivered by telecopier, email or other means
of electronic transmission.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day,
month and year first above written.
CITY OF SAN RAFAEL
CONTRACTOR
Name:
Title:
ATTEST:
LINDSAY LARA, City Clerk
By:
APPROVED AS TO FORM:
bnROBERT F. EPSTEIN, City ttorney
[If CONTRACTOR is a corporation, add signature of
second corporate officer]
Name:
Title: Executive Director, Cool the Earth
This contract between Cool the Earth and the City of San Rafael (the City) confirms
participation in the county -wide 2022 Ride and Drive Clean Campaign (RADC) for
accelerating the adoption of clean transportation. This shared services campaign will
be valuable to San Rafael residents and will help the City reach its Climate Action Plan
goals. While the campaign is county -wide, Cool the Earth will provide each jurisdiction
custom marketing materials and a report on engagement and outcomes.
By joining the RADC Campaign, the City agrees to apply the $4,500 Measure B funds
provided by Transportation Authority of Marin (TAM) toward the RADC program. The
Campaign will run in March and April, 2022 and all deliverables will be completed by
May 30, 2022. The City will pay Cool the Earth $2,250 at the signing of the contract and
the remaining $2,250 after all deliverables have been met. At the end of the campaign,
Cool the Earth will provide a detailed invoice that the City may use to obtain payment
from TAM.
Please provide a signed copy of this contract and, if applicable, a service agreement /
vendor contract by January 07, 2022.
Thank you,
Carleen Cullen
Executive Director
cc u lle n @coaltheea rth.org
Signatures and Dates
Cory Bytof
City of San Rafael Sustainability
Annika Osborn
Community Outreach and Program Director
a osbo rn @coo Ith eea rth.or;
415.286.1077
Carleen Cullen
Cool the Earth
MCA
A>MHOTF.11
TABLE OF CONTENTS
Summary of Proposal and Past Outcomes
Timing and Shared Services Model
Proven Program and Program Deliverables
Ride and Drive Clean Marin Campaign Overview
Program and Expense Details
Ride and Drive Clean Impact
Opportunity
About Us and Q&A
Budget
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5
6
7-11
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Ride and Drive Clean Marin Campaign
Marin County Jurisdiction Proposal
December 2021
Each Marin County jurisdiction has established a Climate Action Plan with goals to
reduce carbon emissions. These plans note that emissions from passenger vehicles are
the single largest source of GHG in the county and EV adoption has been called out as a
key strategy to reduce emissions. Since 2006, Cool the Earth, a grassroots Marin County
nonprofit, has been managing carbon reducing programs with a focus on getting people
out of gas cars. We propose a county -wide clean transportation campaign, Ride and
Drive Clean Marin, in all jurisdictions, with a goal of greatly reducing emissions. Ride
and Drive Clean (RADC) will provide education and motivation to help residents replace
their gas cars with clean transportation options like walking, carpooling, biking, taking
public transportation, and if residents require a car, making their next car electric.
Summary of Proposal:
Ride and Drive Clean will create a consumer -facing campaign for each jurisdiction to
help reach the goals of their climate action plan. The campaign is comprised of shared
services across Marin County that include educational webinars and community EV and
e -bike shows with custom outreach and grassroots organizing, a county -specific
website, and on-going engagement and communications.
Jurisdiction Engagement:
We recognize that staff time is limited. Ride and Drive Clean is a turnkey campaign that
requires little staff time other than sharing campaign events with constituents through
your communication channels like newsletters, social media posts, website, and
announcements at meetings. Ride and Drive Clean will provide all necessary marketing
assets, including copy and graphics. We encourage all jurisdictions and the county to
declare March "EV Awareness Month' to elevate the messaging and kick off this
campaign.
Past Outcomes:
• Engaged 5,000 Marin residents
Engaged 800 people in disadvantaged communities
• Influenced 400+ drivers to switch to EV, reducing CO2 emissions by more than
1,200 metric tons per year
• Obtained 1,900 commitments to make next car electric (24% from disadvantaged
communities)
• Established deep partnerships with over 50 Marin -based nonprofits, cities, and
agencies
Timeline
• November: Proposal review
• December 1: deadline for Jurisdictions to provide verbal commitment to RADC
• January 07, 2022: final contract execution
• January: program planning commences
• March: Campaign Launch, declare "EV Awareness Month"
• March - April: consumer outreach; EV and E -bike shows; EV and e -bike webinars
• May: Reporting and Invoicing
Shared Services Model
A shared services model enables financial efficiency and community success by engaging with
residents in jurisdictions across the county. With all jurisdictions participating, we will leverage
our resources for the greatest impact possible throughout Marin County.
COVID-19 Safety:
All in-person events will follow the guidelines of Marin Health and Human Services regarding
masks and vaccination status.
Proven Program
To convert consumers from EV interest to acquisition or convince them to make their
next car electric or switch to an e -bike, they need accurate, up-to-date and unbiased
information from trusted sources. Consumers also need tools and resources to guide
them every step of the way. Ride and Drive Clean plays a vital role in the transition by
providing consumers with unbiased information and guidance they can trust. The
e -mobility ecosystem has been improving dramatically, yet consumer perceptions have
not kept up and are often inaccurate and out-of-date. Ride and Drive Clean has
demonstrated that consumer education and engagement change those perceptions and
build drivers' commitment to make their next car electric or use other clean
transportation.
Program Deliverables
The Ride and Drive Clean Marin Campaign is a multi -pronged approach to help residents
choose clean transportation options (with a focus on EVs and e -bikes). In turn, this
program will help each jurisdiction and the county as a whole reach its Climate Action
Plan goals. Since switching to new technology, electric vehicles, can be more complex
than familiar technology, like gas cars, our campaign provides multiple engagement
opportunities for Marin residents during the two month campaign and will offer ongoing
engagement throughout the cycle of change.
Ride and Drive Clean Marin Campaign Overview
r 3 EV and E -bike Shows
• 5 Educational Webinars with expert `Ask Me Anything EW
o Virtual Ride and Drive
■ Jurisdictions invited to host breakout room
o EV 101 Marin County Webinar
o EV Financial Incentives for Equity Webinar (bilingual)
o EVs for Multi -Unit Dwellers
o EV 102 Webinar
• Partner and Volunteer Management
• Custom Marin County Webpage
• Custom Marketing Materials For Each Jurisdiction
+ Marketing Outreach
o Email to Ride and Drive Clean database
o Social media, organic, and paid ads
o Outreach to local organizations
■ Partners
■ Community Channels
o Up to $10,000/month in Google Search ads
• Tracking and Reporting on Program Impact and Key Outcomes by
Jurisdiction
• Ongoing Engagement
Program and Expense Details
3 EV and E -bike Shows - Northern, Central, and Southern Marin
• Community volunteers bring their vehicles and share their experiences with
prospective EV and e -bike consumers
• EV experts educate attendees on EV basics like charging and incentives
Expenses include staff time for:
• Event planning: identifying date and location; negotiation of terms with
property owner; all logistics
• Recruitment, training and management of volunteers
• Signage, rentals, and insurance
• Event communications, including posting events on website, segmenting and
linking event registrations to database, and follow-up communications
• Execution and delivery of event
Program and Expense Details (Cont.)
Educational Webinars With Expert"Ask Me Anything EW
• EV/e-bike Basics: benefits of going electric, current and coming vehicles,
incentives, and charging with clean / affordable energy
: Public charging in Marin County
• Metrics - EV registrations by county / jurisdiction
• Marin County and jurisdiction goals and progress toward GHG reductions
• EV/ e -bike owner spotlights
• Special topics featured in various webinars: Virtual Ride and Drive (Jurisdiction
host breakout rooms), EV Financial Incentives for Equity (bilingual), EVs for
Multi -Unit Dwellers, and EV 102 for new EV owners
Expenses include staff time to:
• Schedule and coordinate event dates and programs (i.e. breakout rooms, guest
speakers.)
• Set up registration and web page for each event
• Coordinate Marin EV and E -bike Owners Spotlights
• Update content - vehicles and incentives
• Deliver presentation
Create and send follow-up communications
W W
Program and Expense Details (Cont.)
Tracking and Reporting on Program Impact and Key Outcomes by Jurisdiction
• Event registrations
• Pre and post surveys
• Commitments for clean transportation
Expenses include staff time to:
• Create and execute surveys
• Track, analyze, and report on data
Ongoing Engagement
• Ongoing direct email communications with all event registrants.
o Updates on latest vehicles, charging, and incentives
o Invitation to attend Ride and Drive Clean events
Expenses include:
• Staff time to write, produce, and deliver communications
Program and Expense Details (Cont.)
Partner and Volunteer Management
• Recruitment, engagement and support of local NGOs to promote campaign events
and activities to their constituencies
• Identifying, recruiting and managing local volunteers to support events and
activities
Expenses include staff time to:
• Outreach to NGO partners and volunteers
• Provide assets to partners with unique tracking
• Provide ongoing support and communication for partners and volunteers
Custom Marin County Campaign Webpage
In addition to our robust website with EV and E -bike Buying and Driving Guides, Events,
• Metrics for all registered vehicles and registered EVs in each Jurisdiction (to be
included on new County landing page)
r Link to each jurisdiction's homepage
r Video spotlight of local EV driver
• Pledges for clean transportation will be tracked and reported upon as measure of
engagement and campaign impact
Expenses include staff time to:
• Research vehicle data, participants, pledges
• Update website with content and links to
Program and Expense Details (Cont.)
Custom Marketing Materials by Jurisdiction
Marketing materials will be provided to each jurisdiction to promote the campaign
digitally and will include:
• Suggested copy and graphics for newsletter and social media
• Marin EV/E-bike owner spotlight video
Expenses include:
• Staff time to develop messaging, marketing assets with design firm
• Staff time for video production: identify and recruit EV/E-bike owners; script,
film, and edit video.
Marketing Outreach
• Targeted emails to Drive Clean Bay Area distribution list
• Outreach to Local Organizations
o Partners: nonprofits, sustainability commissions, agencies, etc.
o Community Channels: neighborhood organizations, schools,
faith -based groups, workplaces, etc.
• Social media, organic, and paid ads
■ Up to $10,000/month in Google Search ads
Expenses include:
• Staff time to develop and implement email marketing campaign
• Staff time for marketing and outreach to community channels
• Staff time for production of social media posts and paid ads
• Cost for targeted ad placement
Ride and Drive Clean Impact
• Built over 100 partnerships with cities, CCAs and utilities, and environmental,
health, and faith -based non -profits who use their channels to reach diverse
communities.
• Collected more than 10,000 contacts, including:
0 5,000 Marin residents
0 800 people in disadvantaged communities
0 4,000 contacts have attended a Ride and Drive Clean (formerly Drive
Clean Bay Area) EV event
0 400+ consumers, influenced by our campaign, have purchased an EV
(reducing CO2 emissions by more than 1,200 metric tons per year (X
15 years) - source: cleanenergy.org)
• Obtained 1,900 commitments to make next car electric (24% from
disadvantaged communities)
• Reported by attendees: 86% said our work had an impact on switching to an
EV or e -bike
■ Developed and executed EV Discount Campaigns resulting in 200 EV
purchases with an average savings of $2,000 per vehicle
• Reached via social media: 18,000 viewers each month, 200 organic posts
through 8 social media accounts. For supporting program outreach, we
utilize paid posts to targeted communities, during which our reach has
exceeded 2000 viewers per day.
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How much of an impact did Ride and Drive Clean
have on your decision to buy/switch to electric or
use an e -bike for transportation?
Strong Impact Some Impact A Little Impact No Impact
Opportunity
Current EV Adoption in Marin County remains low and there is considerable opportunity,
especially with the county goal for ZEV adoption at 45% by 2030.
Jurisdiction
Total ZEV Pop.
Total Vehicle Pop.
% of ZEVs
City of Belvedere
1,531
18,979
8.06%
'Town of Corte Madera
890
13,565
6.50%
'Town of Fairfax
373
7,013
5.30%
City of Larkspur
1,480
22,907
6.40%
City of Mill Valley
2,077
24,547
8.46%
City of Novato
2,031
51,230
3.96%
'Town of Ross
202
1,864
10.83%
City of San Rafael
1,488
33,418
4.45%
City of Sausalito
633
9,316
6.79°/%
Town of San Anselmo
888
12,056
7.36%
Town of Tiburon*
1,531
18,979
8.06%
Unincorporated Territory
963
12,475
7.71%
Source: DMV, Q3 2021 data
About Us
Ride and Drive Clean (formerly Drive Clean Bay Area) is a campaign of Cool the
Earth, a Marin -based grassroots non-profit organization which has been educating
and inspiring collective climate action with programs and campaigns since 2006.
Cool the Earth is the backbone of the Ride and Drive Clean Campaign. The campaign
is an endorsed project of Drawdown Marin.
The Drive Clean team consists of EV experts and educators who understand the EV
ecosystem and stay up to date on all things EV in order to provide the most current
EV and E -mobility information to our audiences.
Q: What if my jurisdiction does not contract with Ride and Drive Clean?
A: Residents in your jurisdiction will be allowed to attend events, but as fee -only
participants. Your residents and businesses would not be included in any outreach,
including targeted ad campaigns, and marketing/outreach efforts. Lastly, the web
page would not include your jurisdiction's baseline numbers and progress. Our goal
is to deliver a high -impact County -wide campaign.
Q: What is the timing for this campaign?
A: Please provide a verbal commitment to contract with Ride and Drive Clean by Dec
1st. Program outreach will begin Q1 2022 and programs will take place during
March and April 2022
Q: What will my jurisdiction's role be in the rollout of the campaign?
A: Promoting events through your jurisdiction's channels, such as newsletters, email
and social media/NextDoor posts.
LRide and Drive
Event
Frequency
Hours/Event
Total Labor
Cost per Jurisdiction
Delivery of Educational Events
Virtual Ride and Drive
1
22
I $1,650
$138
EV101
1
6.5
$488
$41
Financial Incentives webinar (bilingual)
1
24
$1,800
$150
EVs for MUD
1
8
$600
$50
EV102
1
8
$600
$50
EV Car and E -bike Shows
3
110
$24,750
$2,063
Custom Marin Webpage
Web page + updates
1
44
$3,300
$275
Tracking/Reporting
Tracking and reporting
1
60
$4,500
$375
Outreach
Custom marketing materials
1
70
$5,250
$438
Social media promotion and ad
placement
1
$5,000
$417
Marketing channels
1
50
$3,750
$313
Communications
1
30
$2,250
$188
TOTAL
$53,938
$4,495
Note: The campaign is a complete package and is not available by individual program elements.
This proposed program and budget is based on the assumption that all 12 jurisdictions participate in
the Ride and Drive Clean Campaign. If this is not the case, programming may be modified to reflect the
collective funding received. To leverage shared services throughout Marin County, all jurisdictions are
encouraged to participate.
----- END -----
Insurance Waiver
Cool the Earth, a non profit 5013-c organization, does not have employees. We are a team of
volunteers and contractors. Therefore, we request a waiver of Worker's Compensation
insurance, for work associated with the Northern California Power Association and its affiliates.
Signed:
Carleen Cullen, Executive Director, Cool the Earth
Date: January 21, 2022
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: City Manager
Project Manager: Cory Bytof Extension: 3407
Contractor Name: Cool the Earth
Contractor's Contact: Annika Osborn Contact's Email: aosborn@cooltheearth.org
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
DATE
Check/Initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
Click here to
! ::
enter a date.
b. Email contract (in Word) and attachments to City
2/3/2022
CB
Attorney c/o Laraine.Gittens@cityofsanrafael.org
❑
2
City Attorney
a. Review, revise, and comment on draft agreement
2/4/2022
❑X LG
and return to Project Manager
2/4/2022
❑X LG
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3
Department Director
Approval of final agreement form to send to
2/8/2022
❑X _CB_
contractor
4
Project Manager
Forward three (3) originals of final agreement to
2/8/2022
contractor for their signature
5
Project Manager
When necessary, contractor -signed agreement
® N/A
agendized for City Council approval *
*City Council approval required for Professional Services
❑
Agreements and purchases of goods and services that exceed
Or
$75,000; and for Public Works Contracts that exceed $175,000
Click here to
PRINT
Project Manager
Date of City Council approval
enter a date.
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Forward signed original agreements to City
Attorney with printed copy of this routing form
7
City Attorney
Review and approve hard copy of signed
U
agreement
8
City Attorney
Review and approve insurance in PINS, and bonds
I
(for Public Works Contracts)
41iJ�Z��
9
City Manager/ Mayor
Agreement executed by City Council authorized
q199)
official
�/04/dgz-
10
City Clerk
Attest signatures, retains original agreement and
forwards copies to Project Manager